April 14, 2018
Mt. Index Riversites Community Club, Inc.
board of directors meeting
Board members present: Mark Bollman, Brent Corey, Rebecca Davis, Patty Harbaugh, CJ Holmes, Gary Johnson, Dave MacFarlane, Earl Van Buskirk, Mat Williams
Absent: Carrie Byrne, Kathleen EckartLove, Don Larsen
Owners and guests: Thom Boullioun, Keith Gorden, Dan Harrison, Mike Herman, Adriane Montgomery
Opening Remarks
Mark Bollman welcomed guests and reminded everyone to vote in the 4/24 special election regarding the merger of the Gold Bar and Index fire districts.
Committee Reports and Information
Executive Committee
Carrie Byrne and Rebecca Davis drafted explanatory cover letters to mail with this year’s assessment invoices. Special thanks to Island Home Center for printing invoices & letters being mailed out today. Assessments are due May 31.
Nominations for five board positions were due April 1 but only four candidates nominated themselves, leaving no need to mail ballots. Thanks to Mat Williams, CJ Holmes, Carrie Byrne, and Lora Cox for volunteering to serve. Patty Harbaugh announced that after many years of service she’ll be taking a break so she did not renew her nomination.
Today’s agenda also includes a motion to approve sale of Lot E-6 and announcement that the corporation now has clear title to Lots E-215 and E-381 for sale.
Budget & Finance
Earl Van Buskirk shared the financial report. He noted that E-Section residents are smiling at the large reduction in their assessments. The reduction is due to sustained collections efforts and the fact that bridge payments will soon be complete. Van Buskirk highlighted these additional figures:
Collections
Earl Van Buskirk confirmed that Mike Kelly’s appeal of a previous judgment in favor of MIRCC has been dismissed. The collections committee is now consulting with MIRCC’s attorney to determine how best to recover past-due road dues and legal fees.
CJ Holmes asked how long it would be until the Sims defense is all paid up. Van Buskirk said he would check and get back to her; he guessed that the remaining balance was in the vicinity of $2,000.
Legal/Ethics/Bylaws
Gary Johnson reminded board members and guests about the bylaw change regarding the process of electing board members. This change, mailed out to all owners for comment in 2017 and approved in January, states that when there are fewer nominees for board positions than the number of open seats, the board should not incur the expense of mailing ballots. Johnson said that we are again in that position.
E-Section Roads
Dave MacFarlane reported that E-Section roads are hunky-dory. He said he welcomed the news that a recent home sale would bring a new full-time resident to E-Section.
Keith Gorden indicated his concern about road material and flat tires. Mark Bollman acknowledged the comment.
Mike Herman apprised the Board that he will be bringing in a drill rig in for a well.
Gary Johnson drew attention to the fact that PUD has withdrawn its plan to generate power with a water project on Sunset Falls. The PUD plan included a requirement for recreational access to the falls that might have allowed visitors well beyond the Green Gate; that prospect is no longer on the table.
Canyon Falls to Highway 2 Roads
Earl Van Buskirk reported that these roads are fine. He said the bridge is also in great shape; however, he and Mark Bollman have been discussing the possibility of adding a small railing on each side to protect pedestrians.
A-Section and USFS 6020 Roads
Mat Williams reported that A-section has just acquired a dump truck. The A-Section road committee has been looking for an affordable truck for a long time, and Guy Bennett finally located one that is in excellent shape. A-Section now has just about everything needed to do its own maintenance of the roads.
Williams said that the weather had not been cooperating with the A-Section crew’s desire to do road maintenance, but considering the rain, the roads are in good shape.
He said that in the meantime, the crew worked to address the sink holes developing on the Forest Service road at the intersection of Swamp Road. The problem is that tree stumps under the road are rotting, leaving spaces for water. He and Bennett dug up the majority of one tree and filled the hole with fresh gravel; however, it will be necessary to stay on top of the problem. Additional rotting wood will probably need to be removed.
Brent Corey reported that the landslide at the end of Paytan Creek Road hasn’t progressed much, but a lot of water is running down the road and causing some pretty good ruts. He said we have to let nature take its course during the rainy season, but that we should develop a plan for the road in the spring.
Priority Business
March Meeting Minutes
Rebecca Davis provided the March minutes, which were taken by Carrie Byrne and distributed for review and feedback.
Davis: “Move to approve the March meeting minutes.”
Approved: Unanimous.
March Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for March expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
E-Section Checks:
New Business
Parcel No. 00526100500600
Mark Bollman said that Kristian Johnson had offered $10,600 for Lot E-6, a parcel given to the corporation by the O’Toole heirs last year. Johnson’s offer is more than the assessor says the property is worth.
Motion proposed by Mark Bollman: “Move to approve sale of Parcel No. 00526100500600 to Kristian Johnson for $10,600 with understanding that buyer pays excise tax and filing fee.”
Approved: Unanimous
Bollman announced that MIRCC now has clear title to lots E-215 and E-381, and that they are available for purchase.
Discussion Topics
Mark Bollman reminded everyone that May 5 is the annual property owners’ meeting. He encouraged all property owners to attend. The meeting starts at 10am, but Bollman said that most Board members come at 9am to help with setup and chat with property owners prior to the meeting. Coffee will be provided.
Earl Van Buskirk suggested that the Board meet the night before the meeting to prepare. It was agreed to meet at 7pm, location to be determined. Bollman reminded everyone that the Board will elect officers at the conclusion of the May meeting.
Closing Remarks
Bollman thanked everyone for coming and reiterated that the next Board meeting will be the annual owner meeting at 10am on May 5, 2018.
Respectfully submitted by Rebecca Davis
MIRCC Secretary
Absent: Carrie Byrne, Kathleen EckartLove, Don Larsen
Owners and guests: Thom Boullioun, Keith Gorden, Dan Harrison, Mike Herman, Adriane Montgomery
Opening Remarks
Mark Bollman welcomed guests and reminded everyone to vote in the 4/24 special election regarding the merger of the Gold Bar and Index fire districts.
Committee Reports and Information
Executive Committee
Carrie Byrne and Rebecca Davis drafted explanatory cover letters to mail with this year’s assessment invoices. Special thanks to Island Home Center for printing invoices & letters being mailed out today. Assessments are due May 31.
Nominations for five board positions were due April 1 but only four candidates nominated themselves, leaving no need to mail ballots. Thanks to Mat Williams, CJ Holmes, Carrie Byrne, and Lora Cox for volunteering to serve. Patty Harbaugh announced that after many years of service she’ll be taking a break so she did not renew her nomination.
Today’s agenda also includes a motion to approve sale of Lot E-6 and announcement that the corporation now has clear title to Lots E-215 and E-381 for sale.
Budget & Finance
Earl Van Buskirk shared the financial report. He noted that E-Section residents are smiling at the large reduction in their assessments. The reduction is due to sustained collections efforts and the fact that bridge payments will soon be complete. Van Buskirk highlighted these additional figures:
- A-Section’s collection rate is currently 88%, exceeding the 80% needed to meet the annual budget.
- E-Section’s collection rate is currently 96%, a rate that helped to pay for the bridge and keep assessments down.
- A-Section net income for the month was $2,277, while no additional expenses were needed for A-Section roads.
- E-Section net income for the month was -$2,093, due to ~$5,000 worth of bills just received for months of gravel and snowplowing. Van Buskirk said we need to encourage vendors to turn their bills in on a more regular basis.
- MIRCC currently has $107,794 in the bank, up more than $64,000 from the same time last year—a nice position to be in.
- E-Section has $314,371 on the books for the bridge; with the addition of PUD’s contribution, that asset’s value is ~$564,000.
- $14,074 is still owed to Acrow for the bridge and $6,808 is still owed to owner lenders. After a few more months, the bridge will be fully paid off.
- A-Section has acquired $10,086 worth of equipment in the last year: a roller, a road grader, and a snow plow. These assets are all paid for.
- MIRCC’s total equity is up $155,384 from this time last year; total liabilities and equity are up $61,468 from this time last year.
- A-Section has $81,563 in past-due assessments; E-Section has $173,558 in past-due assessments.
Collections
Earl Van Buskirk confirmed that Mike Kelly’s appeal of a previous judgment in favor of MIRCC has been dismissed. The collections committee is now consulting with MIRCC’s attorney to determine how best to recover past-due road dues and legal fees.
CJ Holmes asked how long it would be until the Sims defense is all paid up. Van Buskirk said he would check and get back to her; he guessed that the remaining balance was in the vicinity of $2,000.
Legal/Ethics/Bylaws
Gary Johnson reminded board members and guests about the bylaw change regarding the process of electing board members. This change, mailed out to all owners for comment in 2017 and approved in January, states that when there are fewer nominees for board positions than the number of open seats, the board should not incur the expense of mailing ballots. Johnson said that we are again in that position.
E-Section Roads
Dave MacFarlane reported that E-Section roads are hunky-dory. He said he welcomed the news that a recent home sale would bring a new full-time resident to E-Section.
Keith Gorden indicated his concern about road material and flat tires. Mark Bollman acknowledged the comment.
Mike Herman apprised the Board that he will be bringing in a drill rig in for a well.
Gary Johnson drew attention to the fact that PUD has withdrawn its plan to generate power with a water project on Sunset Falls. The PUD plan included a requirement for recreational access to the falls that might have allowed visitors well beyond the Green Gate; that prospect is no longer on the table.
Canyon Falls to Highway 2 Roads
Earl Van Buskirk reported that these roads are fine. He said the bridge is also in great shape; however, he and Mark Bollman have been discussing the possibility of adding a small railing on each side to protect pedestrians.
A-Section and USFS 6020 Roads
Mat Williams reported that A-section has just acquired a dump truck. The A-Section road committee has been looking for an affordable truck for a long time, and Guy Bennett finally located one that is in excellent shape. A-Section now has just about everything needed to do its own maintenance of the roads.
Williams said that the weather had not been cooperating with the A-Section crew’s desire to do road maintenance, but considering the rain, the roads are in good shape.
He said that in the meantime, the crew worked to address the sink holes developing on the Forest Service road at the intersection of Swamp Road. The problem is that tree stumps under the road are rotting, leaving spaces for water. He and Bennett dug up the majority of one tree and filled the hole with fresh gravel; however, it will be necessary to stay on top of the problem. Additional rotting wood will probably need to be removed.
Brent Corey reported that the landslide at the end of Paytan Creek Road hasn’t progressed much, but a lot of water is running down the road and causing some pretty good ruts. He said we have to let nature take its course during the rainy season, but that we should develop a plan for the road in the spring.
Priority Business
March Meeting Minutes
Rebecca Davis provided the March minutes, which were taken by Carrie Byrne and distributed for review and feedback.
Davis: “Move to approve the March meeting minutes.”
Approved: Unanimous.
March Expenditures
Earl Van Buskirk: “Move to approve the Check Detail report for March expenditures.”
Approved: Unanimous
Invoices detail
Charges and Invoices to be paid:
A-Section Checks:
- $108.00 – SLK Accounting Services (accounting services)
E-Section Checks:
- $3,388.77 – Owners’ bridge loan payments
- $4,736.17 – Acrow Corporation (bridge loan)
- $192.00 – SLK Accounting Services (accounting services)
- $1143.45 – R Bates, Inc. (snow plowing)
- $4,082.60 – Universal Equipment (road work)
New Business
Parcel No. 00526100500600
Mark Bollman said that Kristian Johnson had offered $10,600 for Lot E-6, a parcel given to the corporation by the O’Toole heirs last year. Johnson’s offer is more than the assessor says the property is worth.
Motion proposed by Mark Bollman: “Move to approve sale of Parcel No. 00526100500600 to Kristian Johnson for $10,600 with understanding that buyer pays excise tax and filing fee.”
Approved: Unanimous
Bollman announced that MIRCC now has clear title to lots E-215 and E-381, and that they are available for purchase.
Discussion Topics
Mark Bollman reminded everyone that May 5 is the annual property owners’ meeting. He encouraged all property owners to attend. The meeting starts at 10am, but Bollman said that most Board members come at 9am to help with setup and chat with property owners prior to the meeting. Coffee will be provided.
Earl Van Buskirk suggested that the Board meet the night before the meeting to prepare. It was agreed to meet at 7pm, location to be determined. Bollman reminded everyone that the Board will elect officers at the conclusion of the May meeting.
Closing Remarks
Bollman thanked everyone for coming and reiterated that the next Board meeting will be the annual owner meeting at 10am on May 5, 2018.
Respectfully submitted by Rebecca Davis
MIRCC Secretary